Contracts & Licensing Administrator

Job Summary:

We are seeking an experienced Contracts & Licensing Administrator to support our architecture and engineering practice. This role is responsible for contract review and administration, firm licensing management, and regulatory compliance as we pursue work in new and existing markets.

The ideal candidate has several years of experience in contracts administration, preferably within the A/E/C industry, and is comfortable working directly with firm leadership, project managers, and external legal counsel.

Essential Functions:

Contract Review & Negotiation Support

• Review client agreements, subconsultant agreements, NDAs, and amendments.
• Identify and summarize contractual risks and key terms for leadership review.
• Redline contracts and coordinate revisions with internal teams and outside counsel.
• Maintain and update standard contract templates.
• Support negotiations with clients and consultants as needed.

Contract Administration

• Draft and execute final sub-consultant contracts within appropriate software.
• Track contract execution and ensure proper documentation.
• Maintain organized digital contract files and contract database.
• Monitor key contractual obligations, insurance requirements, and deadlines.
• Support project managers with contract interpretation and compliance questions.

Firm Licensing & Regulatory Compliance

• Manage corporate registrations and professional licenses across multiple states.
• Coordinate renewals for firm licenses and individual professional licenses as required.
• Research regulatory requirements for new markets and assist with compliance planning.
• Monitor changes in state regulations affecting architectural and engineering practice.

Risk Management & Internal Support

• Collaborate with firm leadership on risk management initiatives.
• Assist in developing internal policies related to contracts and compliance.
• Support insurance applications and renewals with required documentation.

Other duties:

Please note this job description is not designed to cover or contain a comprehensive or exclusive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Education and Experience:

Bachelor’s degree in Business, Legal Studies or related field and 3-7 years of experience in contracts administration, legal support or compliance in the architecture, engineering or construction (A/E/C) industry is ideal. Familiarity with AIA contract documents and common A/E/C industry agreements. Managing multi-state firm licensing and regulatory requirements is a plus. Preferred experience with outside legal counsel.

Required Skills/Abilities:

Requirements for this position include detail driven habits, ability to maintain focus in a fast paced environment.  Must have excellent organizational and multi-tasking skills, ability to work effectively in a team atmosphere and be deadline oriented.

• Excellent written and verbal communication and interpersonal skills
• Understanding of professional services risk management principles.
• Strong attention to detail, spelling and grammar skills, problem solving skills and ability to manage multiple deadlines.
• Proficiency with contract management software and Microsoft Office Suite.
• Familiarity with CRM or project management systems use in A/E firms.
• Ability to interface well with all organizations of the company and to represent HW in a highly professional manner.
• Handles confidential and proprietary information with sensitivity and in a discreet manner
• Ability to multi-task, identify challenges and demonstrate independent judgment in decision making
• Takes initiative and demonstrates resourcefulness.

Certifications/Licenses/Registrations:

Paralegal certification preferred. Possession of a valid motor vehicle operator’s license and willingness to use insured personal vehicle in the courses of employment. 

Equal Opportunity Employer/Veterans/Disabled